Leads are the lifeblood of any service business. But what happens when your team isn’t following up? For Lisa, who runs an HVAC company with six technicians and two office staff, the answer was painful: $18,000 in lost revenue—and worse, a damaged reputation in her local community.
Lisa thought her business was “using Zoho CRM,” but in reality, leads were scattered across Gmail, third-party sites, and forms. The result? Dozens of inquiries went unanswered.
If you run a service-based business and feel like your team isn’t following up properly, this story will feel very familiar—and show you what’s possible with the right setup.
Lisa’s company was getting leads from:
HomeAdvisor (via email)
Google Ads landing pages
Website forms
Some leads went into Gmail, some into Zoho CRM, others into scattered tools. With no single source of truth, 27 leads worth $18,000 slipped away.
For a local HVAC company, that’s not just money—it’s trust lost with neighbors and repeat clients.
❌ There was no automation
❌ No one owned the follow-up
❌ Her CRM (Zoho) was barely used
❌ Opportunities slipped through the cracks
✅ Automated lead capture and routing
✅ Assigned reps instantly with no admin delays
✅ Built a simple pipeline to track every deal
✅ Got the team back into Zoho—fast
✅ Helped her recover thousands in missed jobs
Most HVAC owners (and small business owners in general) think missed leads are just part of the game. They’re not. Missed leads are a systems problem, not a people problem.
When your CRM is set up correctly:
Leads are captured automatically.
Follow-ups happen without reminders.
Managers see performance in real-time.